RTI Management System

Introduction#

The Right to Information (RTI) Act provide right to information for citizens to secure access to information under the control of Public Authorities, to promote transparency and accountability in the working of every Public Authority. The RTI module is used to manage the RTI files within the University.

Just like the other samarth modules, this will also have Role-based access control (RBAC).This is a method of access security that is based on a person’s role within the University. Role-based access control is a way to provide security because it only allows the user to access the information they need to do their jobs while preventing them from accessing additional information that is not relevant to them.

Following are the roles in RTI Moule:-

User Roles available for the RTI management Module:#

• rti_officer This role is to be provided to the CPIO officer of the university, who initially registers the RTI received at the university.

• rti_department This role is to be provided to the administrative post from the particular organization unit that handles the RTI. Once the role is applied, the RTI forwarded by the CPIO officer is visible to the particular person.

• rti_first_appellate_authority This role is for the First Appellate Authority of the University, which handles all the cases received under the FAA.

• rti_second_appellate_authority This role is for the Second Appellate Authority of the University, which handles all the cases received under the SAA.

• rti_admin_view This role can only view the RTI cases registered in the university.

Discription of the roles:#

1.1 RTI Officer:#

This role is assigned to the Central Public Information Officer (CPIO) of the university, who hanlde the RTI module in the university and the rti officer can performed the following action.

• Add/Register the new RTI in the RTI portal.
• He has the authority to assign RTI to different organizational units.
• Can disable the RTI
• He can Assign the RTI to the First Appellate Authority in case the appeal is made by the applicant (However, the marking of the RTI to the First Appellate Authority is highlighted once the RTI exceeds 37 to 60 days).

1.2 Rti_department:#

This role is assigned to the head of the departement/ section of the university, who hanlde the RTI module in the department and the rti_department role be can performed the following action.

• They can view the RTI that has been assigned to their department.
• hey can update their response for the RTI assigned to them by button using the ‘Modify’ option.

1.3 rti_first_appellate_authority:#

This account is assigned to the First Appellate Authority of the University. The FAA will receive the RTI when the admin assigns it to him.

• They can view the RTI on which the appeal has been made
• They can update their response for the RTI assigned to them by button using the ‘Modify’ option.

1.4 rti_second_appellate_authority:#

This account is assigned to the Second Appellate Authority of the University. The SAA will receive the RTI when the admin assigns it to him.

• They can view the RTI on which the appeal has been made.
• They can update their response for the RTI assigned to them by button using the ‘Modify’ option.

Configuration of the RTI Module Setting:#

• first_appeal_start_date
• first_appeal_end_date
• enable_marking_date_to_first_appellate_authority
• reply_to_email
• second_appeal_start_date
• second_appeal_end_date
• enable_marking_date_to_second_appellate_authority

The rti_officer can configure these settings using the Update button and can view configured settings using the View button.

rti_officer:#

The CPIO Officer can performed the followings actions.

• Dashboard
• Manage RTI
• Activity Logs
• Reports
• Settings

Dasboard:#

In the Dashboard section, we can see a graphical representation of the RTI status, i.e., New, Pending, Responded, and Marked to First Appellate Authority.We can view the list of RTI that crossed the submission date and RTI that have less than seven days of response at the bottom of the dashboard page.

• New This section shows the list of new RTI filed.

• Pending This section shows the list of Pending RTI in various departments of the universities.

• Responded This section shows the list of RTI in various departments of the university from which the CPIO got the response.

• Marked to First Appellate Authority (FAA) This section shows the list of RTI which are assigned to the FAA.

Steps for the adding RTI#

How to add a new rti in the portal:#

• Login as the CPIO Officer
• Go to the manage rti section
• Click on the add rti button.
• Enter the details of the RTI, like RTI Number, Seeking Person Name (Address), Seeking Person Address, Date of Request, Date of Response, Days to Respond, and Information Sought. Upload a copy of the RTI.
• Click on the add rti button
• The RTI will be listed on the RTI management list. the CPIO Officer can forward the RTI to the department concerned.

How to farward the rti to department:#

• Click on the rti or rti reference number.

• Click on the farward rti button.

• Select the department/section which you want to forward the rti

• Any Specific Requirement

• Mntioned the date Response Required By Date

• Click on thefarward rti button

• Update rti officer can update the RTI by clicking on the ‘Update’ button.

• Disable Update rti officer can disable the RTI update by clicking the ‘Disable Updates’ button.

• Delete rti officer can delete the RTI by clicking on the “Delete” button.

• Send Mailrti officer can send the mail to any user regarding the respective RTI.

• Communication History the rti officer can view the history of the mail communication regarding the respective RTI

Activity Logs:#

Activity logs record the activities done by the user in the module. For example, if the RTI is forwarded to any department, it will be reflected in the activity log with a timestamp and by which user the update has been done.

Frequently Asked Questions:#

Question 1: How will the department know about the RTI?

Answer : Samarth explained the department login by forwarding a dummy RTI from the admin login in the demo portal.

Question 2: What is the difference between “Forward RTI” and “send Email”?

Answer : Forward RTI button is used to forward RTI to any of the departments and from the “send email” button, one can directly communicate with the seeker from the portal itself.

Question 3: One RTI may pertain to multiple departments, how to address that?

Answer : University/HEI can select multiple departments while forwarding the RTI.

Question 4: Where to read responses before accepting RTI?

Answer : In the “Manage RTI” section, by clicking on any RTI registration number and scrolling down, there we can view responses and also there is a view button to see uploaded RTI documents.

Question 5: Is there any way to capture the amount to be taken from an RTI applicant for supplying photocopy documents?

Answer : This provision is not currently available in Samarth eGov Suite.

Question 6: Why to use the RTI module instead of the RTI portal from govt. ?

Answer : RTI module can be used for University Bookkeeping.

Question 7: How are reports generated in the RTI module?
Answer : The RTI Officer can generate reports for a specific duration through the Reports section.

Question 8: How can an RTI be forwarded to another department?
Answer : The RTI Officer can forward an RTI to relevant organizational units within the institution.

Question 9: What are the prerequisites to be completed before implementing the RTI module?
Answer : The Base Model and User Management modules must be configured before implementation.

Glossary#

📹 Module Training Video ⤤

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